Document management system, document management method, program and storage medium

ABSTRACT

In a document management system according to the present invention, which is used for registering and managing a document in a database of a relational database server, a judgment is made as to whether or not a capacity of the database has reached a predetermined limited capacity, and when it is judged that the predetermined limited capacity has been reached, an identifier indicating an editing-inhibited state is added to the database, to inhibit all editing actions to the database, thereby achieving the user-friendly system.

BACKGROUND OF THE INVENTION

[0001] 1. Field of the Invention

[0002] The present invention relates to a document management system forregistering and managing a document in a relational database.

[0003] 2. Related Background Art

[0004] Conventionally, in a document management system using arelational database, in a case where a capacity of the database exceedsa limited recordable capacity, when a user tries to register a document,the document management system requires the user to delete a portion ofthe data being saved.

[0005] In the conventional document management system, when a pluralityof users share the database, there were cases where some user requiredto delete data would delete the data at his/her own discretion, causingconfusion among the users.

[0006] Further, at the time when the user gives an instruction toregister data, he/she would first learn that the database is in a statein which a document cannot be registered, and thus the system wasdifficult to use.

SUMMARY OF THE INVENTION

[0007] According to the present invention, for example in a case where adatabase capacity has reached a predetermined size, editing processessuch as registering, deleting and replacing data can no longer beperformed, thereby achieving the user-friendly system.

[0008] According to the present invention, there is provided a documentmanagement system for registering and managing a document in a databaseof a relational database server, the system including:

[0009] judging means for judging whether or not a capacity of thedatabase has reached a predetermined limited capacity; and

[0010] inhibiting means for adding to the database an identifierindicating an editing-inhibited state so as to inhibit all editingactions to the database, when the judging means judges that the capacityof the database has reached the predetermine limited capacity.

[0011] According to the present invention, there is provided a documentmanagement method for registering and managing a document in a databaseof a relational database server, the method including:

[0012] judging whether or not a capacity of the database has reached apredetermined limited capacity; and

[0013] performing inhibition while adding to the database an identifierindicating an editing-inhibited state so as to inhibit all editingactions to the database, when that the capacity of the database hasreached the predetermine limited capacity is judged in the judging.

[0014] Other features and advantages of the patent invention will beapparent from the following description taken in conjunction with theaccompanying drawings, in which like reference characters designate thesame or similar parts throughout the figure thereof.

BRIEF DESCRIPTION OF THE DRAWINGS

[0015] The accompanying drawings, which are incorporated in andconstitute a part of the specification, illustrate embodiments of theinvention and, together with the description, serve to explain theprinciples of the invention.

[0016]FIG. 1 shows a configuration of a document management system;

[0017]FIG. 2 is a flowchart of processes executed by a document managingclient;

[0018]FIG. 3 is a flowchart of a login process;

[0019]FIG. 4 is a flowchart of a document registration process; and

[0020]FIG. 5 shows anther embodiment at a time when an instruction isgiven for an editing process such as registering, deleting or replacinga document.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

[0021]FIG. 1 shows a configuration of a document management system ofthis embodiment. In accordance with this embodiment, a document managingserver 1, a relational database server 2, document managing clients 3and 4, and the like are connected to an Ethernet (R) 5. Here, thedocument managing server 1 is configured such that it can performcommunications with the relational database server 2 and the documentclients 3 and 4 via the network. Then, when there is a process requestfrom the document managing client 3 or 4, the document managing server 1can interpret the content of the request and can read/write documentdata with respect to the relational database server.

[0022] The relational database server 2 stores a database that is usedin the present invention.

[0023] The document managing clients 3 and 4 can give the documentmanaging server 1 instructions to register and read the document data.

[0024] Note that, the document managing server, the relational databaseserver, and the document managing clients of this embodiment arerealized by means of a program operating on a computer. However, thecomputer may be configured with a single device, or may be configuredwith a plurality of devices. Further, the computer is constituted by: aCPU for performing overall control of this apparatus according to adocument management control program which corresponds to a flowchartdescribed below; a RAM, a ROM, a hard disk, or a removable storagemedium used as storage means; a display for performing a display; akeyboard and a pointing device for transmitting instructions from auser; a network interface for communications with the external, and thelike. Note that, the document management control program used in thisembodiment may be stored in the ROM, the hard disk, or other suchinternal storage media, it may also be stored on a Floppy (R) disk, aCD-ROM, or other such external storage media to be read and executed asneeded, and it may also be received from an external device via thenetwork to be executed. Further, in accordance with this embodiment, thedocument managing server and the relational database server operate onseparate computers, but they may also be configured to operate on thesame computer.

[0025]FIG. 2 is a flowchart for explaining processes executed by thedocument managing client.

[0026] Step S2001 is an initialization process for building a screen andthe like, which is performed at a time when the document managing clientis booted.

[0027] Step S2010 is a branching process for interpreting an inputoperation by the user, and depending on the content of the operation,branching the processing into steps corresponding to operations.

[0028] Step S2020 is a process performed at a time when the userperforms a database login process. Detailed content of this process isexplained below using FIG. 3.

[0029] Step S2030 is a process performed in a case where the userperforms a document registration process. The document registrationprocess refers to an editing process, in which a file of a file systembrowsable from the computer where the document management client programis operating is registered into the relational database server 2 via thedocument managing server 1. Detailed content of this editing process isexplained below using FIG. 4.

[0030] Step S2040 is a process for performing editing (registration,deletion, replacement, and other such alterations) to documentinformation which is displayed by the user giving an instruction todisplay the document information that is stored in the database incorrespondence with the document. The document information is displayedper document, and in a case where the document information has beenedited, the edited document information is written back into thedatabase.

[0031] Note that, in a case where the database has already changed to anediting-inhibited state, when the document information is displayed, anedit menu of a user interface is displayed so that the user understandsthat editing is not possible (for example, a menu item for performingthe editing processes is grayed out to clearly indicate that it cannotbe used). The editing processes for registration, deletion, replacement,and the like in step S2030 and step S2040 cannot be executed in thedatabase.

[0032] Step S2050 is a process performed when the user has executed adocument search operation. Here, when the document search instruction isreceived from the user, a document search screen is displayed, and adocument search can be performed. The document search screen isconfigured such that the document information can be inputted as searchinformation. As a result of the search, if documents are found, a listof the documents found by the search is displayed on a search resultsscreen. As a result of the search, if documents are not found, a messageindicating this is displayed, and the control is returned to thedocument search screen.

[0033] Step S2060 is a process performed when the user performs aclosing process. A process for disconnection from the connected database(a logout process) is performed, and the program is ended.

[0034]FIG. 3 is a flowchart for explaining a process at a time when theuser performs the login operation.

[0035] Step S3001 is a process for requiring the user to input a username and a password for connecting to the database which is to be loggedinto.

[0036] In step S3010, a verification process is performed for verifyingwhether or not the user name and the password inputted at step S3001 canbe used to perform the connection to the database. If it is judged thatthe connection is made successfully, the processing advances to stepS3020, and if the connecting cannot be achieved, then a messageindicating that the verification failed is displayed, and the processingreturns again to step S3001, and the user is asked to re-input the username and the password.

[0037] At step S3020, a judgment is made as to whether or not thedatabase is in the editing-inhibited state, and the processing branchesoff depending on the result of the judgment. In a case where thedatabase is not in the editing-inhibited state, the login processingends, and the database browsing process and the editing processes suchas registering, deleting and replacing documents become executable. Onthe other hand, in a case where the database is in the editing-inhibitedstate, the editing processes such as registering, deleting and replacingdocuments become unexecutable, and the processing advances to stepS3021. Note that, the judgment of whether or not the database is in theediting-inhibited state is performed based on an editing-identificationidentifier, which is saved in the database. Note that, in the case wherethe database is already in the editing-inhibited state, the display tothat effect is made on the user interface of the client such that theuser understands that the editing cannot be performed (for example, themenu item for performing the editing process is grayed out to clearlyindicate that it cannot be used).

[0038] At step S3021, a message display flag is confirmed, and in a casewhere the message display flag is set ON, the processing advances tostep S3022, and in a case where it is not set ON, the processing ends.The message display flag is saved in a non-volatile storage area andmaintained even after the program is ended, and it can also bereferenced at subsequent times when the program is loaded. In itsinitial state, the flag is set so as to be displayed (the ON state).

[0039] At step S3022, a message for informing the user that the databaseis in the editing-inhibited state is displayed on the message displayscreen. At this time, a check box as to whether or not the same messageshould be displayed each time the editing action is to be performed atthe subsequent time forward is provided in the message display screen.

[0040] At step S3023, the processing branches off depending on whetheror not the user selected at step S3022 the check box as to whether ornot to display the same massage at the subsequent time forward. In acase where the same message is to be displayed at the subsequent timeforward, the process ends, and in the case where the user selected thecheck box indicating that display of the message at the subsequent timeforward is unnecessary, the processing advances to step S3024.

[0041] At step S3024, the message display flag is set OFF (not todisplay the message), and the message display flag is saved.

[0042]FIG. 4 shows a process performed by the document managing server 1at a time when the user performs a document registration processoperation. The target document of the registration in the file system ofthe client has been indicated by the user before performing the process.

[0043] Step S4010 is a process for confirming whether or not to save theindicated document in the file system of the client. If the document isnot to be saved, a message indicated this is displayed at step S4050,and the process ends.

[0044] At step S4020, the designated document is obtained from thedocument managing client, and a process for registering the documentinto the database of the database server is performed.

[0045] At step S4030, the capacity of the disk on which the database isstored is confirmed, and in a case where there is a remaining capacity,the processing advances to step S4032, and in a case where there is nocapacity remaining, the processing advances to step S4035.

[0046] At step S4032, it is judged whether or not the database capacityhas reached a predetermined limited capacity, and in a case where thepredetermined limited capacity has been reached, the process advances tostep S4035, and in a case where the predetermined capacity has not beenreached, the processing ends. Note that, the predetermined limitedcapacity is a fixed value predetermined based on the capacity allowablefor the document managing program of this embodiment.

[0047] At step S4035, the editing-identification identifier forindicating the editing-inhibited state is saved in the database so as toput the database in the editing-inhibited state.

[0048] At step S4040, the message display flag is confirmed, and in thecase where the message display flag is ON, the processing advances tostep S4042, and in the case where the message display flag is OFF, theprocess ends.

[0049] At step S4042, a control is performed for a message display inthe display screen of the document managing client, indicating that thedatabase is set in the editing-inhibited state. Note that, when theclient receives this message, the control is performed such that theuser understands that the editing cannot be performed on the userinterface of the client (for example, the menu item for performing theediting process is grayed out to clearly indicate that it cannot beused). At this time, in the message display screen there is provided acheck box as to whether or not to display the same message each time theediting action is to be performed at the subsequent time forward.

[0050] Step S4045 is a process through which the processing branches offdepending on whether or not the user selected at step S4042 the checkbox to display the same message each time the editing action is to beperformed at the subsequent time forward. In the case where the messageis to be displayed at the subsequent time forward, the process ends, andin the case where the message is not to be displayed at the subsequenttimes, the process advances to step S4047, and the message display flagis set not to display the message, and this condition is saved.

[0051] Embodiment 2

[0052] In accordance with Embodiment 1 above, the limited capacity usedin step S4032 in FIG. 4 to confirm whether or not the capacity of thedatabase reaches the predetermined limited capacity is determined as thepredetermined fixed value. However, the limited capacity may also be setat a value desired by the user. In such a case, a user interface programfor setting the limited capacity before the document registrationprocess is provided separately.

[0053] Embodiment 3

[0054] In accordance with Embodiment 1, when the editing-identificationidentifier is applied to the database and the database enters theediting-inhibited state, the menu items for performing the editingprocesses (registration, deletion, replacement, alteration, etc.) aregrayed out on the client side, to prevent all editing actions. Inaccordance with Embodiment 3, in addition to the characteristics ofEmbodiment 1, a description will be given of a case in which, when theinstruction for editing is sent even though the database is in theediting-inhibited state and the display shows that the editing actionscannot be performed, a warning message indicating the editing-inhibitedstate is displayed, and the program is ended without performing theediting process. FIG. 5 is a flowchart indicating a process of thedocument managing server according to this embodiment.

[0055] When an editing instruction for registration, deletion,replacement, alteration or the like is given, at step S5010, it isjudged whether or not the editing-identification identifier has beenapplied to the database, and in a case where it is judged that it hasbeen applied, at step S5120, a control is performed such that the clientdisplays the warning message that the database is in theediting-inhibited state, and the editing process is not performed.

[0056] On the other hand, in a case where it is judged that theediting-identification identifier has not been applied to the database,if the editing instruction is for the registration process, the sameprocessing as in FIG. 4 is executed at step S5030. In a case whereanother editing process for deletion, replacement, alteration or thelike has been instructed, at step S5040, the editing process isexecuted. After that, in a case where it is judged at step S5050 andstep S5060 that the disk capacity or the database capacity has exceededthe predetermined limited value, at step S5070, theediting-identification identifier indicating the editing-inhibited stateis saved in the database so that the database enters theediting-inhibited state. Since the processes of steps S5080 throughS5110 are similar to the processes of steps S4040 through S4047 in FIG.4, explanations thereof are omitted.

[0057] As described above using Embodiments 1 through 3, in accordancewith the present invention, in the case where the database capacity hasexceeded the predetermined limited capacity, all the editing actionssuch as writing and deleting to/from the database are inhibited, wherebyconfusion of the user can be prevented.

[0058] Further, in the case where the editing actions are inhibited, thedisplay to that effect is made while the edit menu is grayed out, forexample, whereby the user can easily distinguish whether or not thedatabase is allowed for the editing action, before performing editinginstruction.

What is claimed is:
 1. A document management system for registering andmanaging a document in a database of relational database server, thesystem comprising: judging means for judging whether or not a capacityof the database has reached a predetermined limited capacity; andinhibiting means for adding to the database an identifier indicating anediting-inhibited state so as to inhibit all editing actions to thedatabase, when the judging means judges that the capacity of thedatabase has reached the predetermine limited capacity.
 2. A documentmanagement system according to claim 1, wherein, when the identifierindicating the editing-inhibited state is added to the database, acontrol is performed to display a message indicating that the databaseis in the editing-inhibited state.
 3. A document management systemaccording to claim 1, wherein, when a client connects to the databaseadded with the identifier indicating the editing-inhibited state, acontrol is performed to display a message indicating that the databaseis in the editing-inhibited state.
 4. A document management systemaccording to claim 1, wherein a user interface of the client is modifiedso that a state in which the database added with the identifierindicating the editing-inhibited state cannot be edited is recognizable.5. A document management system according to claim 1, wherein thepredetermined limited capacity can be modified by a user.
 6. A documentmanagement system according to claim 1, wherein the predeterminedlimited capacity is determined according to a disk capacity and anallowable capacity of a database management program.
 7. A documentmanagement system according to claim 1, wherein the editing actions tothe database include registering, deleting, and replacing the documentmanaged in the database.
 8. A document management method for registeringand managing a document in a database of a relational database server,the method comprising: judging whether or not a capacity of the databasehas reached a predetermined limited capacity; and performing inhibitionwhile adding to the database an identifier indicating anediting-inhibited state so as to inhibit all editing actions to thedatabase, when that the capacity of the database has reached thepredetermine limited capacity is judged in the judging.
 9. A documentmanagement method according to claim 8, wherein, when the identifierindicating the editing-inhibited state is added to the database, acontrol is performed to display a message indicating that the databaseis in the editing-inhibited state.
 10. A document management methodaccording to claim 8, wherein, when a client connects to the databaseadded with the identifier indicating the editing-inhibited state, acontrol is performed to display a message indicating that the databaseis in the editing-inhibited state.
 11. A document management methodaccording to claim 8, wherein a user interface of the client is modifiedso that a state in which the database added with the identifierindicating the editing-inhibited state cannot be edited is recognizable.12. A document management method according to claim 8, wherein thepredetermined limited capacity can be modified by a user.
 13. A documentmanagement method according to claim 8, wherein the predeterminedlimited capacity is determined according to a disk capacity and anallowable capacity of a database management program.
 14. A documentmanagement method according to claim 8, wherein the editing actions tothe database include registering, deleting, and replacing the documentmanaged in the database.
 15. A computer-executable program for making acomputer register and manage a document in a database of a relationaldatabase server, the program comprising a program code for making thecomputer execute: judging whether or not a capacity of the database hasreached a predetermined limited capacity; and performing inhibitionwhile adding to the database an identifier indicating anediting-inhibited state so as to inhibit all editing actions to thedatabase, when that the capacity of the database has reached thepredetermine limited capacity is judged in the judging.
 16. Acomputer-executable program according to claim 15, comprising a programcode for, when the identifier indicating the editing-inhibited state isadded to the database, performing a control to display a messageindicating that the database is in the editing-inhibited state.
 17. Acomputer-executable program according to claim 15, further comprising aprogram code for, when a client connects to the database added with theidentifier indicating the editing-inhibited state, performing a controlto display a message indicating that the database is in theediting-inhibited state.
 18. A computer-executable program according toclaim 15, further comprising a program code for performing a control tomodify a user interface of the client so that a state in which thedatabase added with the identifier indicating the editing-inhibitedstate cannot be edited is recognizable.
 19. A computer-executableprogram according to claim 15, wherein the editing actions to thedatabase include registering, deleting, and replacing the documentmanaged in the database.
 20. A computer readable storage medium storingthe computer-executable program according to claim 15.